Join Our Whatsapp Channel - CLICK HERE

Client Relationship and Executive Support Role

Position Overview

The successful candidate will be responsible for managing the Founder’s client-facing schedule, coordinating the client journey, maintaining an accurate customer relationship management (CRM) system, and ensuring an exceptional customer experience throughout every engagement. The role requires strong organization, communication, follow-up, and relationship management skills, as the successful candidate will be involved in coordinating client enquiries, managing appointments, preparing documentation, maintaining records, and supporting the movement of leads through the sales pipeline.

The position will work closely with the Founder to ensure that client-facing activities are well coordinated, priorities are properly managed, and opportunities are followed through to a documented conclusion. The successful candidate will also be responsible for maintaining accurate client information within the CRM and preparing regular sales and activity reports.

Key Responsibilities

1. Client Journey Management

• Manage the end-to-end client journey, beginning with the review of enquiries and continuing through the various stages of client engagement.

• Review incoming enquiries and qualify leads as required.

• Coordinate discovery calls with prospective and existing clients.

• Prepare design briefs to support the client journey and ensure relevant information is available.

• Schedule site visits and coordinate the related appointments.

• Ensure that every opportunity progresses through the appropriate stages and reaches a documented conclusion.

• Maintain proper coordination throughout the client journey to ensure that client activities and opportunities are followed up appropriately.

• Support the overall client experience by ensuring that the different stages of engagement are properly coordinated and documented.

2. Client Proposals and Documentation

• Prepare client proposals using approved templates and required information.

• Prepare agreements and other client documentation as required.

• Maintain accurate project records and files.

• Ensure that client and project documentation is properly maintained and kept up to date.

• Support the organization of client information and project records to make sure relevant documentation is available when required.

• Use approved templates when preparing client-facing documents and ensure that records remain accurate throughout the engagement.

3. Founder and CEO Calendar Management

• Manage the Founder & CEO’s client-facing calendar.

• Schedule meetings and coordinate appointments with clients.

• Ensure that client-facing meetings are properly arranged and scheduled.

• Prepare meeting materials ahead of scheduled engagements.

• Record meeting minutes where required.

• Follow up on action items arising from meetings.

• Maintain proper communication regarding scheduled meetings and appointments.

• Support the Founder by ensuring that client-facing commitments, meetings, appointments, and follow-up actions are properly coordinated.

4. Lead and Proposal Follow-Up

• Proactively follow up on leads to maintain momentum within the sales pipeline.

• Follow up on submitted proposals and outstanding client enquiries.

• Ensure that leads and opportunities continue progressing through the appropriate stages.

• Maintain consistent follow-up with clients and prospective clients.

• Support efforts to maximize conversion opportunities by ensuring that leads, proposals, and enquiries receive timely attention.

• Record relevant pipeline activities and follow-up actions within the CRM.

• Monitor outstanding follow-ups and ensure that client opportunities are not left without documented action.

5. Client Communication

• Manage client communication across WhatsApp, email, Instagram, TikTok, and other approved communication channels.

• Respond to client enquiries in a timely and professional manner.

• Ensure that communication remains consistent across the different approved channels.

• Maintain professional interactions with clients throughout the client journey.

• Respond to client enquiries and communication requirements while ensuring that relevant information is properly captured.

• Support a positive and seamless customer experience through clear, timely, and professional communication.

• Maintain consistency in communication while working across different client communication platforms.

6. CRM Management

• Maintain the CRM as the single source of truth for client information and pipeline activities.

• Update client interactions accurately and consistently.

• Record relevant client communication and pipeline activities.

• Ensure that information relating to client opportunities remains accurate and up to date.

• Maintain reliable records of client interactions and activities.

• Use the CRM to support visibility of client engagement and sales pipeline progress.

• Ensure that relevant information is documented so that client opportunities and activities can be properly tracked.

7. Sales and Activity Reporting

• Prepare weekly sales reports based on client and pipeline information.

• Prepare weekly activity reports as required.

• Ensure that reports accurately reflect relevant sales and client activities.

• Use information maintained within the CRM to support the preparation of sales and activity reports.

• Maintain accurate records to support reporting requirements and provide visibility into ongoing client and pipeline activities.

8. Working with the Founder

• Work closely with the Founder to anticipate priorities.

• Support the Founder in managing client-related priorities and activities.

• Identify and resolve issues proactively.

• Recommend solutions when issues arise during client engagements.

• Ensure that relevant actions and priorities are followed through.

• Support the Founder in maintaining a seamless client experience throughout every engagement.

• Coordinate client-facing activities in a manner that supports effective communication, follow-up, and organization.

Key Qualifications

1. Education

• Bachelor’s degree in Business Administration, Marketing, Communications, Hospitality Management, or a related field.

2. Professional Experience

• At least 3 years’ experience in an Executive Assistant, Client Relationship, Customer Success, Sales Coordination, Business Development Support, or similar client-facing role.

• Proven experience managing executive calendars.

• Experience coordinating meetings and appointments.

• Experience following up on leads and client enquiries.

• Experience maintaining CRM systems.

• Experience supporting client-facing activities and coordinating client relationships.

3. Skills and Competencies

• Excellent communication skills.

• Strong interpersonal skills.

• Strong organizational skills.

• Strong relationship management skills.

• Ability to work independently in a fast-paced environment.

• Ability to manage multiple client-facing activities and follow-up requirements.

• Ability to maintain accurate records and CRM information.

• Ability to coordinate meetings, appointments, client communication, and follow-up activities.

• Ability to communicate professionally and consistently across different approved channels.

• Ability to support the client journey from enquiry through to a documented conclusion.

4. Additional Experience

Previous experience in the following areas will be an added advantage:

• Interior design

• Architecture

• Construction

• Real estate

• Hospitality

• Consulting

• Professional services

The successful candidate will bring together strong communication, organization, client relationship management, calendar coordination, CRM management, and follow-up capabilities. The role will focus on ensuring that client enquiries, leads, proposals, meetings, appointments, documentation, and pipeline activities are properly coordinated and maintained.

By working closely with the Founder, the successful candidate will help anticipate priorities, coordinate client-facing activities, follow up on outstanding actions, maintain accurate CRM information, and support a consistent customer experience. The position will also contribute to maintaining sales pipeline momentum through proactive follow-up of leads, proposals, and client enquiries.

Overall, the role is centered on effective client coordination, accurate information management, professional communication, executive calendar management, and consistent follow-through across the client journey. The successful candidate will be expected to maintain organized records, support the Founder’s client-facing responsibilities, coordinate communication across approved channels, and ensure that opportunities progress through the sales pipeline toward a documented conclusion.

Application

Go to Summit Recruitment and Search on summitrecruitment-search.com to apply